Project mapping (or mind mapping as it's sometimes called) is a really interesting and helpful tool for planning and organizing. Even if you've never heard of it, you probably know what it is. In fact, you probably do it naturally without thinking much of it. Mapping is a visual interpretation of a project that allows you to diagram its structure. Mapping is what you're doing when you're scribbling notes, circling things and drawing arrows from one box to the next. It's like creating a roadmap of a project's territory - a physical drawing that guides you from one step to the next, showing how different parts are connected, woven together, and impacted by one another. A map can be your best friend when conceptualizing a big project.

When to Use a Map

Maps can help you make sense of a those huge projects you just can't seem to wrap your head around. You know the kind - those tasks that overwhelm you so much that you have no idea where to begin. A map is a great place to start! When you feel stuck, confused or just completely lost, a map can help you sort through the chaos.

Mapping is also an amazing tool for brainstorming. It's a great way to help you gather all of those ideas swimming around in your head. Putting them in one place and looking at them together, can often help trigger more ideas. It can also help you think of questions that need to be answered and tasks that need to be done. Mapping is perfect for grabbing those too!

How to Make a Map

The great part about mapping is - there's no "right" way to do it. The whole point is to visualize the big picture of what you're doing. Don't limit yourself by putting too much structure on how you do it. Basically, you just want to start at the beginning and run through every aspect of the project, drawing where it belongs in relation to everything else. Allow your mind to run wild. When you think of one thing, does it trigger two more? Grab all of those thoughts!

A great way to start mapping is by simply writing the name of the project in the middle of a large, blank piece of paper:

Let's say the project is an event - a party.

• So you write "Party" in the center of the paper and circle it.
• When considering the party, you immediately think about guests. So you write "Guests" off to one side, circle it and connect the Guests bubble to the Party bubble.
• Of course, you need to invite them first, so you write "Invitations" below Guests, circle it and connect the Invitations bubble to the Guests bubble.
• Next, you remember that you definitely want to serve some appetizers at your party so you write "Food", circle it and connect the Food bubble to the Party bubble.
• Hmm. Do you want to serve appetizers or a full meal? You write "Appetizers or Full Meal?" below the Food bubble and then connect the two.
• Then, you suddenly realize you'll need some entertainment, so you write "Music", circle it and connect that bubble to the Party bubble.
• Do you want a live band or a DJ? You write "Live band or DJ?" below the Music bubble, circle it, and connect the two.

Do you see how it works? It's not rocket science! You're just brain storming! You're gathering all your thoughts in one place in a "web-like" structure. When all is said and done, you'll have a visual diagram that outlines every aspect of your project.

Keep in mind that this is a big picture tool. Don't get too detailed. Let your mind go! Just grab the thought, get it down on paper, and move along to the next. Don't worry about how messy it is or how crazy it looks. Your map is for your eyes only.

You can get an idea of what a project map looks like by checking out this page (Sample Project Map) from my e-book, The Effective Executive Assistant.

As you can see, a map can get kind of crazy!

I used Microsoft Office 2007 to create that map. However, there are several computer programs designed specifically for mapping. I've personally used one called MindJet and I can tell you, it's pretty amazing. There's a definite learning curve, but once you've got it figured out, you can really create some cool diagrams including organizational charts, flowcharts and some very intricate maps.

You don't need a special computer program though. You can use MS Word, Excel or just good old fashioned pencil and paper. Remember that it doesn't have to beautiful (for most purposes).

So give it a try! Next time you're in the mood to brainstorm or you just need a little help seeing the big picture of a project, give mapping a try. I promise you, it's fun and helpful - what more could you want?